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Top 2021 Virtual Mailboxes

Leily Zhu
,
VPM Staff
Last Updated
December 30, 2020

The scene is set. You’re meeting with a client across town, and you’re waiting for an important legal document related to your LLC. It’s time-sensitive, but how can you be in two places at once? Don’t worry! A virtual mailbox to the rescue! It’ll solve this problem.

Virtual mailboxes have transformed the way startup owners handle their mail. They allow you to access your mail online from anywhere in the world, in this case across town. So, you truly can be in two places at once. Talk about superpowers! As long as you have internet access, you have the power to manage your mail and packages at your fingertips.

Virtual mailbox services are becoming the go-to option for those who want the freedom from being tethered to a physical mailbox, but want to stay connected so you never miss an important item. Let’s dive in to see the best virtual mailboxes.

Why Would You Want a Virtual Mailbox?

There are multiple reasons why a virtual mailbox may be of use to you. Think about your mail and package needs, and see if the benefits listed below are a fit for you.

  • Mail and Package Scanning/Forwarding: No matter where you are in the world, you can have your mail and packages forwarded to you without lifting a finger. It’s actually a couple of button clicks. Virtual mailboxes will scan your mail, and you can conveniently access it from your device. Plus, get real-time notifications so you can quickly address it.
  • Check Deposits: Virtual mailboxes can deposit checks on your behalf. This type of service saves time, allows you to get paid faster, and overall makes your life easier. Sounds, too good? It gets better! Keep going.
  • Permanent Business Address: To form an LLC, you are required to have a physical address. A PO Box is not an accepted address. Plus, a virtual mailbox will give you a professional business image and prestige in specific locations. That means avoid the pain of having to update all your business address information!
  • Protect Your Privacy: If you use a home address for your business needs, you run the risk of privacy invasion. Do you want all your customers knowing where you live, or worse, showing up at your door? Instead, virtual mailboxes can provide you with a business address that will make your startup life easier, which will allow you to remove your home address from any company filings and public documents.
  • Registered Agent: You’ll need a registered agent to operate your LLC. Registered agents are essential because they receive the company’s legal documents and court notices. VirtualPostMail is the only virtual mailbox that offers free registered agent services at all locations!

Who is a Virtual Mailbox Best For?

The services that a virtual mailbox provides can be beneficial to anyone, but virtual mailboxes may be especially useful for certain types of individuals. Let’s break down the ways a virtual mailbox will work for you!

You Run an Online Business

Startups, remote businesses, and small businesses with a strong and fully online presence can greatly benefit from a virtual mailbox service. Here are some of the benefits you can expect:

A Permanent Address Attached to a Commercial Office

Even as an online business, it is important to portray professionalism to your customers. By linking your business address to a commercial space, you establish a more professional image and thus gain the trust of current and potential customers. With the permanent address that a virtual mailbox service can provide, it will also make it easier for customers to find your business and contact you. The best part is you’ll never change your address again too!

The Privacy Protection that a Business Address Provides

In order to register an LLC, you must have a physical business address (meaning no PO Box). While you are legally allowed to use your home address for these purposes, bear in mind that this address will be on public and state records that anyone can access. Virtual mailboxes provide a business address that is completely separate from your home address. This can help you protect your privacy and safety from any unhappy customers or other strangers on the internet (i.e. hackers).

Automatic Mail Access

As long as you have internet access and a device, a virtual mailbox will enable you to access and handle your mail from anywhere. You will receive push notifications when your mail has been scanned and received by your account. From there, you can decide what you need to do with the mail, the same way you would if you were physically opening the mail yourself. With this feature, you can save time and stay on top of important information, bills, and client documents.

How to Choose the Best Virtual Mailbox Service

To choose the best virtual mailbox service, you need to decide what features you need and what you expect. Consider mail opening and scanning service if you have bills coming to your mail. A check depositing service is essential for those who receive payment by check. And of course, one of the most important factors is the price. Costs can vary widely, and it depends on what features you want to include, such as mail forwarding, open & scan, check deposits, etc.

PRO TIP: Create a list of your mail volume for the week, month, and year to decide on a good pricing plan. Then list what you’ll need (example is package forwarding) and what you don’t need (example is check depositing).

Virtual mailbox fees vary depending on which service you choose. When picking a virtual mailbox service, pay attention to the plan limits, and figure out how much mail you think you’ll receive. Also, be sure to do your research on the locations and services you need. Generally, it depends on the amount of mail per month you receive. Some virtual mailing services offer a huge monthly quota of scanning, opening, forwarding, and check deposits. Once the quota is met, there are some additional fees per item.

Top 2021 Virtual Mailbox Options

Now, after all that, it’s time to explore the best virtual mailbox services. Each virtual mailbox option has its advantages and disadvantages, and it is up to you to decide which is the winner for your business.

Earth Class Mail

Earth Class Mail is a virtual mailbox service that offers mail receiving, scanning, forwarding, and disposal. One of their best features is CheckStream, a time-saving service that automates your check deposits for you. They offer many platforms for integration including Dropbox, Google Drive, and Box.

Pros of Earth Class Mail

  • You have the option to choose from 90+ addresses, most of which are commercial addresses (a mix of virtual offices and PO boxes)
  • Free mail storage for 30 days
  • Convenient mail forwarding
  • Unlimited cloud storage
  • Check depositing feature allows you to save time from going to a bank

Cons of Earth Class Mail

  • You must be careful about which address you choose because not every location receives packages from every carrier
  • Live phone support is not available
  • Registered agent services are limited and only available in select locations
  • There is a $50 cancellation fee on top of 6 months of continued paid service of your selected plan
  • Free package storage only lasts up to 10 days

Who is Earth Class Mail Best For

Earth Class Mail is best for medium to large enterprise businesses. Operationally, the core of their mailing service is ideal for heavy and bulk automation. They have added a new individual plan, but this can add up and be just as expensive, if not more expensive than other services. You can see why here.

Anytime Mailbox

Anytime mailbox is a software platform that allows business and mail centers the ability to offer their customers a virtual mailbox service. Each location is listed as an address in their network on their site. Because business and mail center owners independently decide which services and features are offered and how much to charge, there is no one set pricing or service plan.

Pros of Anytime Mailbox

  • Free mail storage for 30 days
  • Unlimited cloud storage
  • You can have mail opened, scanned, and forwarded to you
  • No cancellation fees

Cons of Anytime Mailbox

  • Does not offer registered agent services
  • Pricing and plans are not synonymous across all locations, so you will need to do your research before signing up with Anytime Mailbox
  • Mail shredding is not free
  • If you require live support, you must choose locations carefully because not all locations offer this service

Who is Anytime Mailbox Best For

Anytime Mailbox is not a real virtual mailbox service - it is only software. It’s meant for mailbox owners, giving them the ability to offer virtual mailbox services. It is a decent service for individuals, but it is best to do your research, as each location is individually operated and offers different services and prices. It truly is best for mailbox owners.

Traveling Mailbox

Traveling Mailbox is a virtual mailbox that will receive, scan, and forward your mail according to your instruction. It also provides a unique physical address, as well as software integrations that allow you to use Evernote and a mobile app for easy access to their services. Traveling Mailbox offers three plan options, all of which offer the basic mail scans, filtering, shredding, and unlimited cloud storage.

Pros of Traveling Mailbox

  • Free mail storage for up to 60 days
  • Free mail shredding, forwarding, and check depositing
  • Unlimited cloud storage
  • Live support is offered
  • Software integrations with Evernote, Bill.com, Google Drive, and Dropbox
  • The mobile app allows for easier mail managing

Cons of Traveling Mailbox

  • Registered agent services are only offered in North Carolina

Who is Traveling Mailbox Best For

Traveling Mailbox truly lives up to the name. It’s best for individual freelancers, travelers, expats, and digital nomads. If you are looking for an affordable virtual mailbox, you can choose from their pricing plans to see if it’s a good fit.

iPostal1

IPostal1 provides mail scanning and forwarding, package forwarding, check depositing, and a permanent street address. They have partnered with retail pack and ship stores and coworking spaces to provide locations for virtual mailbox use. IPostal1 also provides packages for business or personal purposes, as well as fax and phone call management through their virtual office and coworking services. This business operates both domestically (in the U.S.) and internationally.

Pros of iPostal1

  • Free mail storage for 30 days
  • There are 900+ addresses to choose from, with the option of both international and U.S. addresses
  • You can have mail opened, scanned, and forwarded
  • You can have packages forwarded
  • You’ll never have to go to a bank to deposit a check with their check depositing service
  • Easily handle your mail with the mobile app

Cons of iPostal1

  • Free package storage ranges from 5-30 days but is limited by the size of the package; the larger the package, the shorter the amount of time you will be able to store it without fees
  • Cloud storage is limited to 2 GB
  • Registered agent services come with a fee
  • You will have to pay a fee for mail shredding

Who is iPostal1 Best For

iPostal1 is ideal if you’re looking for an international address as an individual or small business. They offer over 900+ addresses, which consist of virtual offices. It’s best if you want services that include phone and fax.

PostScan Mail

PostScan Mail provides many of the same virtual mailbox services that the other virtual mailboxes do: mail receiving, scanning, and forwarding and package forwarding. This virtual mailbox is a cloud-based platform that can be used as a virtual mailbox for personal and business use. PostScan Mail allows you to add multiple users to one mail account, and each individual can access their mail with their own secure password.

Pros of PostScan Mail

  • Free mail storage for 30 days
  • Free package and mail forwarding
  • Unlimited cloud storage
  • You can access live support from this service
  • Free recycling
  • Over 150 addresses to choose from, so you can pick the location that is most convenient for you

Cons of PostScan Mail

  • You can only store your packages for a week before fees are incurred
  • You will have to pay a cost for mail shredding
  • To obtain registered agent services, you will need to pay a fee
  • Check depositing is not offered
  • You will need to be careful when choosing an address because not all of their addresses are physical street addresses; some are PO boxes, which can only fit mail that fit into a 12” x 15” envelope
  • There is no mobile app for Android users

Who is PostScan Mail Best For

If you’re looking for a PO Box, this service is for you. It’s best for individuals who need a location in the U.S. because of the number of locations. It’s best for individuals who want to protect their privacy.

USPS Informed Delivery

USPS Informed Delivery allows you to digitally preview your mail and manage your packages that are expected to arrive soon. You will be able to view grayscale images of the outside, address side of letter-sized mail and conveniently track packages.

Pros of USPS Informed Delivery

  • You will receive an email and notifications with your scanned mail
  • You can specify instructions for drop-off locations
  • You can schedule redelivery

Cons of USPS Informed Delivery

  • If the image is too large, you will not be able to preview your mail
  • Image quality is poor
  • No mail forwarding, shredding, or storage ability
  • You cannot keep digital copies of your mail
  • No package forwarding

Who is USPS Informed Delivery Best For

USPS Informed Delivery is a version of a virtual mailbox, but with many limitations. It really only notifies and shows you images of what is in your mailbox. If you’re looking for a general heads up on your mail, then this free service is for you. Be warned - you can’t manage it like other virtual mailbox services, so if you’re in need of check depositing, mail forwarding, package forwarding, etc., it’s not a good fit.

VirtualPostMail

VirtualPostMail was created for remote businesses and workers who are unable to access their mail physically but still need to read their mail. VirtualPostMail provides its clients with a physical street address at which to receive postal mail. This address is multifunctional and can serve for registered agent purposes, as well as registering your LLC. With this business address, you can establish a professional business image and maintain your privacy and security. Changing your personal address will not have an effect on the address and services provided by VirtualPostMail.

VirtualPostMail accepts all couriers, including FedEx, UPS, and USPS. As the only virtual mailbox service to own all of their addresses, they reduce the risk of lost mail and delays. You can expect your mail to be processed much faster because everything comes to one of our own locations rather than through a third-party. In addition to this, they are the only virtual mailbox service to provide registered agent services at all of their locations, and this service is free.

Pros of VirtualPostMail

  • Free mail and package storage for 60 days
  • Free mail scanning, forwarding, and shredding services
  • Unlimited cloud storage
  • You will be able to receive mail and packages from every courier, including FedEx, UPS, and USPS
  • Top of the line customer services and live support
  • Free registered agent services offered at all locations
  • No cancellation fee
  • You can receive your packages and mail at every location offered
  • You’ll never have to worry about going to a bank to deposit your checks with their check depositing service
  • No setup fee
  • Easily view and download PDFs of your mail for organizational and search purposes
  • You can request processing within 1 business day for time-sensitive deliveries
  • The street address provided to you by VirtualPostMail can serve for many purposes, including registered agent, business image, and registering your LLC

Cons of VirtualPostMail

  • There is no mobile app that allows you to manage your mail on your Android or iOS device, however, the website is mobile friendly and adjusts to the customer device
  • A limited selection of locations to choose from (3 locations)
  • No fax or phone available

Who is VirtualPostMail Best For

VirtualPostMail is ideal for remote businesses, startups, and small businesses. It’s ideal for those who want a truly permanent address (never worry about changing it, even if you move or if your location changes due to shutdowns) because all locations are owned by VirtualPostMail. It provides you with a professional business image because it’s a permanent street address attached to a commercial building (if someone googles you, they’ll see beautiful buildings in great locations).

Conclusion

Virtual mailboxes give you a home away from home. It has given startup owners and remote workers the opportunity to access and manage mail remotely, so you can be free from a physical mailbox. Depending on which virtual mailbox service you choose, you can enjoy mail and package forwarding, check depositing, a permanent business address, privacy protection, and registered agent services. This article gives a thorough guide about the top virtual mailboxes and which virtual mailbox you should choose based on your needs. If you’re a startup founder or remote business owner/worker, check out VirtualPostMail, and see the services you can take advantage of in your remote work style.

Do You Need a Virtual Mailbox?

If you’re a startup founder or remote business owner/worker, check out VirtualPostMail, and see the virtual mailbox services you can take advantage of in your remote workstyle. You’ll wonder why you weren’t managing your mail like this in the first place! Get your virtual mailbox today.

https://www.virtualpostmail.com
Leily is a corporate journalist at VPM with expertise in the topics of remote work, small businesses, and startups. Her writing style is in the art of conversational marketing with a journalistic approach. She has experience from writing for her university newspaper and freelancing writing.